The VASFAA Board Minutes for November 7, 2007

 

Call to Order:

The meeting was called to order by President Pat Kelly at 10:15 a.m. on November 7, 2007, At VCU in Richmond, Va.

 

Quorum:

A quorum was established.  The following persons were present: Pat Kelly (PK), Eric Melis (EM), Brenda Burke (BB), Zita Baree (ZB), Keith Wellings (KW), and Michael Poma (MP). Tom Morehouse (TM) Bill Wendle (BW).

 

 

Review of Agenda

            The agenda was approved as presented.

 

Report of Officers:

President’s report:

                        Tampa, SASFAA Board meeting

                        NASFAA 3/9-11 leadership

                        New Aid Office Workshop (NAOW) - 5/30/08 Belemine, KY

                        Mid Level 5/29/08

                        SASFAA policy meetings/conference calls

SASFAA alcohol policy

Recommended by law change:  Article 6 sect 2

 

President-Elect report: Brenda Burke (report on the website)

Committee reviewed three possible sites for the 2009 annual conference (Homestead, Omni in Charlottesville and Hotel Roanoke in Roanoke).

Hotel Roanoke was recommended as the conference hotel for the 2009 annual VASFAA conference.

 

Adjournment

Meeting was adjourned for lunch by President Pat Kelly at 11:45 am.

 

 

President Pat Kelly called the meeting back to order at 1:10.

 

The following persons joined the meeting:  

 Lefter Daku, Sheila Hensley, Melissa Barnes, Pam Rambo, Lee Andes, and Vera Riddick

 

 

Secretary:

Approval of Minutes – It was motioned by Brenda Burke to approve the minutes with the understanding that typographical corrections be made and contents be corrected by next meeting.  It was seconded by Erik; the motion was so moved and approved.

 

Archives are working on gathering data for power-point presentation to be presented at Annual conference.

 

Treasurer-Elect – Keith Wellings 

New Century -$72,000 (7) different CD’s

Sue D. Ross $ 51,034.81 (3) different CD’s

New CD are yielding 4.8 & 5.25, they are staggered

New Century notice went out twice for Buddy award.  It was stated that we received only one submission (over $11,000) for buddy award.  A question was raised if there is a limit to the number of times that a person can apply for the buddy award? 

It was stated by Erik, there are no rules or written policies on limitations.

 

Commission Reports:

Commissioner report given by Michael Poma

Support Staff Workshop – The number of workshops increased from 3 to 5, the number of persons attending the support staff workshop increased as well.  It was reported that Liza Bruce wants to do more workshops in the spring.  Her agency provided printing for the workshop which saved resources for VASFAA. Registration for the upcoming workshop is $15.

 

New Aid Officer

Donna recommended more hands-on training using NASFAA. 

Experienced Aid Officer -    (no report)

 

Conference Committee -

The agenda has been revised (copy on website).  The Conference budget is $56,000.  The $125 is no longer in effect.  Per recommendation from Vera and Kerrie an adjustment was made on the number of attendees which was used in determining the number of meals and breakout snacks.  A lengthy discussion took place regarding conference breaks and breakfast counts.  The following things were also discussed:  How to handle election announcements, luncheon banquet, when to present presentations and awards for the 40th year celebration, when is the best time for the board meeting and the effects of additional sector meetings.  Pat asked that everyone think about the schedule and report back to Michael and Pam-no specific timeframe was given.  It was suggested by Michael that conference fees be increased.  Pam asked for guidance for speakers with one suggestion being John Miller the new Senator.  It was also stated that the hotel needed details from the vendor/sponsor committee chair.  Pam stated the room block for the conference will end on April 15th, 2008.  It was stated that the cost of the conference should be self-supporting.

 

 

Information Services - Report by Sheila Hensley

Electronic Services -

It was suggested that electronic services meet with the President once per month.

Sheila stated: there is no program in place to clear all of the computers. 

 Fall training will be on the website. 

 

 

 

 

 

Newsletter -

There will be two newsletters.  December 14th deadline newsletter will be issued on January 10th.  No other deadlines were given.

 

Photography

Gerene has sent four (4) picture CD’s from the spring 2007 conference. 

 

Outreach Services - Melissa Barnes

Diversity - (no report)

 

Membership - (no report)

 

Awareness -

Super Saturday is scheduled for February 2nd;   but it was suggested to have Super Saturday on February 16th and to have each school publicize it. Site coordinator received $25.  2500 folders will be received from ECMC to be used for Super Saturday.  The next meeting is scheduled for November 8, 2007.

 

Secondary Schools -

Sixteen sites will begin October 26-December 14.  They reported completing 545 mailings.  Tom mentioned the following:  College night November 26th will be held at 10 sites in the state, all Community Colleges.  VCAN will be held December 5-7 at the Newport News Marriott. 

 

Organizational Services - Reported by Bill Wendle

Government Relations - (no report)

 

State Relations - (no report)

 

Federal Relations – NASFAA scheduled for October 18, 2007. It was stated there is no problem with the budget.

 

Research - (no report)

 

Development (Vendor/Sponsor) - (Report on the website)

We have received $41,000 in commitments.  Michael stated there should be at least 7 more.  Bill stated a telephone campaign will begin next week.

 

Schev Liaison Report - Report by Lee Andes

July 1st 2008 state may receive funds to offset funding.  2-1 match, 1.2-1.3 million for new grants.  Some funds will be used for the new website for students.

 

Lee recommends doing a session at the conference regarding the new programs which are the Virginia Military grant and the Virginia transfer grant. 

 

 

Old Business

Review of Budget for 2007-2008 - Zita Baree

(see budget report)

A motion was made by Erik to apply additional $10,000.00 in 0607 surplus to prior year carry forward and to increase 0708 SASFAA Local Arrangements budget to $19,610.00, it was seconded by Keith, no discussion and the motion was carried.

 

Erik moved to apply additional $2,833.93 in 0607 surplus to prior year carry forward to cover prior year charges ($3,583.93 [0607 charges] - $750.00 [0607 revenue]), it was seconded by Michael and motion was carried.

 

Erik moved to apply remainder of surplus from 0607 ($7,107.06) to prior year carry forward (current budget of approximately $150,000 for 0708 requires a reserve of at least $50,000 which is more than covered by current Wachovia assets).  Use as an increase to conference budget expense, seconded by Michael, no discussion and the motion was carried.

 

Erik moved to task Treasurer, Treasurer-Elect, and Budget/Finance committee to formally define what is and what is not considered in determining the amount of association reserves, it was seconded by Keith the motion was then carried.

 

Development (Vendor/Sponsor) Policy Review - (report on website)

 

Election Speeches - Report by Erik Melis

The results of the survey:  92% voted, 75% online before the conference, 2.8% online off-site, 22% online at the conference site.

Were speeches effective?

84.6% yes

81.8% no

38% no do not remove the speeches

 

Erik motioned that we allow elections to remain the same, opening elections three days prior to conference and allow voting after speeches.  Bill seconded; in the discussion it was recommended that another survey will be completed at the conference at the time of elections.  Motion was carried. 

 

SASFAA Conf. /Local Arrangements - Report by Erik Melis, Michael Poma

Michael reported that SASFAA is on track, coordinators are in place, website is up.  The vendor area has been renamed to Conference Support Center.  Michael gave an update on the report from coordinators.  Local arrangement budget will be used for refreshments. 

 

New Business

VASFAA Mission and Purpose - Report by Michael Poma

Michael proposed the following questions to address the effectiveness of our mission statement and purpose: Are we following our mission and fulfilling our purpose?

How are we spending our money?

Is the way we use our funds really being used to fulfill our mission?

How much actually goes into training?

 

Michael suggested that these questions be addressed in a planning meeting or as a part of the strategic plan.  It was also suggested that a special appointee look more into who we are trying to reach and are we fulfilling our mission. 

Strategic Plan Survey - Report given by Lefter Daku

A question was raised about who to survey?  VASFAA members or VASFAA leadership, committee chairs, members, etc.

A leadership survey was handed out to be reviewed for comments and suggestions.

 

Michael suggested that an assessment evaluation be completed before presenting another survey to propose a new strategic plan.  It was suggested that the strategic plan committee go back to the drawing board. 

 

 

0809 Changes in EFC/Effect on Accessibility - Report by Pat Kelly

Pat stated changes in EFC/Effect on Accessibility will not affect schools with large endowments but in time it will affect everyone.

 

Winter Board Meeting Date, Time and Place -

The next board meeting will be held at Hotel Roanoke which is the proposed site of the conference for 2009, date and time to be announced.

 

Meeting was adjourned at 4:06 pm.